Starting or Renewing a Student Group

Before starting a new group, please review the list of student groups at the GSD, as there may already be an established group with the same or similar focus.

To start or renew a group, please fill out an application (link will go live in September). As part of this process, you will need to upload a completed Budget and Events Proposal form.

Please address questions about the student group application process to Erica George or to the Student Groups Chair of Student Forum. For 2019-2020, that is Sydney Pedigo.

Fall 2019 Student Group Dates to Note

Student group leaders and prospective leaders should make note of these events and deadlines:

  • Wednesday, September 4, 7:00 pm:
    Meeting for all student group leaders & prospective leaders
    Gund 111 (note new location)
  • Friday, September 6, 7:00 pm:
    Student Groups Fair (in conjunction with Beer ‘n Dogs)
    Sign up for your group to table at the Student Groups Fair
    Gund back yard, first floor
  • Saturday, September 7:
    Group registration & renewal application opens
  • Thursday, September 12:
    Deadline to submit student group applications, including budget & events proposal form

Student Group Funding

Student Group budget requests will be reviewed a committee chaired by the Student Forum Student Groups Chair and including other elected members of Student Forum. Following the allocations process, groups wishing a more thorough explanation of their specific allocation decision may inquire to the Student Groups Chair.

Forms and Policies

2018-2019 Student Group Application (link will go live in September)
The application your group needs to submit to be considered for student group status and funding. After the September deadline, groups can still be considered for recognition as official GSD student groups, but it may no longer be possible to consider funding requests.

2018-2019 Budget and Events Proposal Form (link will go live in September)
Download this form to describe in detail the expected activity and associated costs related to your student group for the upcoming year. You will need to upload the completed form as part of your student group application. The form is a Word document for easy editing. Add rows to the table if needed to extend to additional pages.

Reimbursement
The reimbursement form connects your expenses to your allocated funds, and demonstrates that expenses are authorized by your group's treasurer and in line with your group's mission. Expenses must be submitted within 30 days of the date of the expense. The form is in the process of being revised as we move to an all-online reimbursement process, so please email Erica George for a copy of the current form. Then scan or take photographs of all receipts and submit the form and receipts via email to Erica George.

Reimbursements generally can take a week or two from submission. If for any reason you need a quicker reimbursement, please let Erica know, and she can expedite the process. Reimbursement is generally by written check (picked up in Gund 422). Reimbursement by Venmo account is also an option for quick, paperless reimbursement of amounts $250 and under. (This limit is due to a total weekly transaction limit imposed by Venmo.) If you have questions about a submitted request or about the process, please ask Erica.

All reimbursement requests must be submitted through the student group's treasurer. One simple way to accomplish this is to copy the treasurer in your reimbursement request message. Erica will wait for the treasurer's confirmation before processing your reimbursement. For organizations with their own bank accounts, often the treasurer will directly reimburse individuals, then make a bulk request for reimbursement for the organization once a month.

GSD Custodial Policy for Events
Here is where you’ll find the list of ‘self service’ rooms and the rates for custodial support. You may need to consider custodial costs as part of your budget planning. For several GSD rooms, a minimum custodial cost is mandatory, even if a group volunteers to do its own setup and cleanup. For this reason, student groups are encouraged to use pre-set “self service” rooms whenever possible.

Student Events Alcohol Policy
Be sure to review and discuss this policy with your group prior to planning an event where alcoholic beverages are present. Note that as part of this policy, the GSD may require your event to hire one or more TIPS-certified bartenders. If you are planning an event with alcohol, please check in with Erica George in advance, to be sure you will be following all policies.

Instructions for Planning an Event at the GSD
Be sure to review these instructions, guidelines, and policies before you begin planning events. If you are considering planning a major event, please get in touch with Erica George as early in the planning process as you are able. It's very important to note that event requests, including reservation requests in SERT, are not confirmed until they are officially confirmed by the Events Committee.

Mailing Lists and Websites
GSD student groups may create mailing lists and websites. For access to free services for Harvard affiliates, see the Harvard Computer Society (HCS) FAQ for an explanation of services offered. For basic website needs, HCS can be a good option for a student group seeking to save funds.